Title
Transportation Department recommending the following pertaining to the White Meadows Road Slipout Repair Project 78669A:
1) Chairman be authorized to sign Agreement for Services AGMT 07-1504 with Blackburn Consulting in an amount not to exceed $50,000 for a term to expire December 28, 2007 to assist with construction and engineering support services for said Project and plans for same;
2) Determine that the proposed work be accomplished pursuant to Public Contract Code, Section 20395(c) in that the County shall perform the work by purchasing materials and having work done by day labor in which case advertising for bids is not required;
3) Authorize the Director of said Department to perform the work at the earliest date using County staff/maintenance workers as day labor and with the work to be performed under the responsibility of a registered civil engineer; and
4) Authorize the Purchasing Agent to award bids for materials purchases over $100,000.
FUNDING: Road Fund Discretionary sources will initially be used to fund this project with ultimate funding likely to be provided from the Federal Emergency Management Agency (FEMA).
Body
BUDGET SUMMARY: |
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|
Total Estimated Cost |
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$ 660,000 |
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|
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Funding |
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Budgeted |
$ 660,000 |
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New Funding |
$ |
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Savings |
$ |
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Other |
$ |
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Total Funding Available |
$ 660,000 |
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Change To Net County Cost |
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$0 |
Fiscal Impact/Change to Net County Cost:
There is no net cost to the County General Fund.
The cost of this FEMA eligible project is estimated at $660,000, which includes the cost of design, construction, construction engineering, surveying, and materials testing and will be funded initially with Road Fund Discretionary sources included in the FY 07-08 proposed budget. The construction of this improvement will be accomplished with DOT labor. The proposed maintenance budget and associated work program did not include appropriations and funding specifically for this project however through a redirection of work this work can be accomplished within the existing Maintenance Division Budget.
The Department is in the process of securing FEMA funding for this project, where OES representatives have indicated that approval is highly likely. If FEMA funding is subsequently received, the amount received will replenish the Discretionary Road Fund sources and will result in a proposed mid-year adjustment or will result in carry forward sources for the FY 08-09 operating budget.
Background:
During the period of March 29, 2006 to April 16, 2006, severe storms, flooding, landslides and mudslides caused damage to facilities throughout Northern California. The President declared the event a major disaster on June 5, 2006 making it eligible for federal funding. The severe rainstorms during the incident period saturated the soils leading to the failure of the down slope portion of the subject area along White Meadows Road. The existing road shoulder and embankment slope was destroyed.
On April 21, 2006, the Department of Transportation road maintenance crews secured the site for safe passage of traffic pending the implementation of a permanent solution.
The slip-out location is in a remote area, but does have residents that live close by and use White Meadows Road as primary access to their homes. Also, a commercial spring water source is located up the road from the slip-out area adding to the sense of urgency to implement a permanent solution.
Reasons for Recommendations:
Public Contracts Code, Section 20395(c) allows Board discretion to authorize the repair of the damaged roadway by letting contracts for bid to the lowest responsible bidder or by purchasing the material and having the work performed by day labor (County staff), in which case advertising for bids is not required.
It may be necessary for the County to purchase materials and services that exceed the Purchasing Agent's delegated authority. Therefore, where current contracts are not in place (ie, Structure backfill, MSE Wall components, etc.) authorization is requested for the Purchasing Agent to award bids over $100,000. This request is made to allow the Department to acquire materials for the project within the time constraints for the completion of the work. Contracts for materials have fixed prices which will allow the County to materially contain the cost of the project, and by using in-house staff, will allow the County to expedite the construction work in a timely manner.
The geotechnical engineering skills needed for construction support are being secured through a contract with Blackburn Consulting because the Department does not have the necessary geotechnical expertise to provide these services. Therefore, the Department is also recommending that the Board make findings pursuant to Article ll, Section 201b, (6) of the El Dorado County Charter that there are specialty skills required for the work performed under this Agreement that are not expressly identified in county job classifications, and that the ongoing aggregate of the work performed under this Agreement is not sufficient to warrant the addition of permanent staff.
Action to be taken following Board approval:
1. Board Chairman will sign the project plans;
2. Board Chairman will sign two originals of Agreement for Services #AGMT 07- 1504 with Blackburn Consulting;
3. Board Clerk will forward one original of the fully executed Agreement to the Department for further processing;
4. Director of Transportation will perform the work at the earliest possible date using County staff/maintenance workers as day labor and with the work to be performed under the responsibility of a registered civil engineer; and
5. Purchasing Agent will award bids for materials purchases over $100,000 for the work.
Contact:
Richard ShepardX5981
Kris Payne X5926